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See one tenancy's records in the order they happened

An evidence package is one tenancy's condition record in the order it happened: move-in inspection, everything in between, move-out inspection, classified findings and repair documents. ProFlow360 builds it from your existing records and seals it when you issue it. You share it through a link that expires and can be revoked.

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Move-out record TEN-0418

Issued · sealed
  1. Jul 12, 2024Move-in inspection9 rooms · 64 photos
  2. Jan 18, 2025Periodic inspection9 rooms · 41 photos
  3. Sep 30, 2026Move-out inspection9 rooms · 71 photos
  4. Oct 2, 2026Changes classified5 lines · 2 repair documents
  5. Oct 4, 2026Issued as revision 1Sealed with a manifest of every photo it cites
Resident link · opens this revision onlyExpires Nov 3 · revocable

Records in date order show what happened

When photos, invoices and inspections are sorted by date, anyone reading them can follow the tenancy from start to finish.

Take a water-damaged floor. You have photos of the damage, the vendor invoice, and a move-in photo of the dry floor. As three loose files, someone has to work out how they connect. In date order (dry at move-in, a maintenance visit in July, damage recorded at move-out, invoice dated after that), they show what happened without extra explanation.

Rebuilding that order later from file dates and email timestamps takes time, and the result looks pieced together. Records captured in order during the tenancy skip that work.

The package is that sequence for one tenancy, exported as one record you can send to someone.

  • Camera roll

    IMG_4471 … IMG_4519

  • Shared drive

    /2417 Alder/Move in (2)

  • Condition PDF

    Signed Jul 12, never opened

  • Text thread

    “here are the pics”

  • Invoice email

    RE: counter repair

  • Deposit sheet

    Amounts, no evidence

Unit B · one tenancy

One record

  1. Move-in inspection

    Jul 12, 2024 · 64 photos

  2. Periodic inspection

    Jan 18, 2025 · 41 photos

  3. Move-out inspection

    Sep 30, 2026 · 71 photos

  4. Invoice attached

    Oct 2, 2026 · Counter repair

  5. Record issued

    Oct 4, 2026 · Revision 1 · sealed

Illustrative: the same evidence as scattered files, and as one ordered tenancy.

What goes into a security deposit evidence package?

Six parts, pulled from records already in your workspace.

Evidence package · Unit B, tenancy Mar 2025 – Feb 2026Illustrative

2417 Alder Creek Way, Unit B

Resident tenancy · 12 months

169 photos · 3 documents

  1. Move-in inspection

    03 Mar 2025

    9 rooms · 64 photos

  2. Mid-lease maintenance visit

    11 Jul 2025

    Water heater replacement · 6 photos

  3. Periodic walkthrough

    19 Nov 2025

    9 rooms · 41 photos

  4. Move-out inspection

    28 Feb 2026

    9 rooms · 58 photos

  5. Findings classified

    02 Mar 2026

    3 chargeable · 5 normal wear

  6. Repair documentation attached

    04 Mar 2026

    2 invoices · 1 vendor estimate

  7. Package receipt acknowledged

    05 Mar 2026

    Recipient acknowledgement timestamp recorded

Exported as a single chronological package, or shared as an expiring link. Amounts shown are the ones the operator entered.

A diagram of the assembled package: one tenancy in chronological order, from move-in capture through classification and attached repair documentation.
  1. 1

    Tenancy header

    The property, the unit, and the dates the residency started and ended, so the package covers only that tenancy.

  2. 2

    Move-in capture

    The baseline inspection in full, room by room, with each photo carrying the moment it was taken.

  3. 3

    Everything in between

    Periodic walkthroughs, maintenance visits, and any condition photos captured mid-tenancy, in the order they happened.

  4. 4

    Move-out capture

    The closing inspection, run against the same template so each subject has a counterpart at the other end.

  5. 5

    Classified findings

    Each finding with the classification chosen, the amount entered, the person who entered it, and the paired photographs it rests on.

  6. 6

    Repair documentation

    Estimates, invoices, and vendor photos attached to the specific findings they relate to.

What happens the moment you issue it

Once you issue a disposition, that revision cannot be edited. The database enforces the lock.

The issued revision gets a SHA-256 hash of its canonicalized contents. A manifest lists every photo it references, with each photo's own content hash and capture time, plus the hash of any generated export. Later, these hashes show that a package is the one you sent.

From then on the revision is frozen. Postgres triggers reject any update, delete, or late line-item insert against it. The only change allowed is the seal itself. Photos referenced by an issued revision are locked too. They cannot be deleted, even by a cascade from a parent property.

You can still correct mistakes. A correction creates a new revision with a complete new set of lines and becomes the current version. The earlier revision stays intact and readable. The pointer to the current revision only moves forward.

Move-out record TEN-0418

Illustrative
  1. Revision 2Current

    Issued Oct 9, 2026 · D. Ramirez

    Photos

    169

    Lines

    5

    Withheld

    $400.00

    SHA-256 a3f1c9…7b42

  2. Revision 1Superseded, kept intact

    Issued Oct 4, 2026 · D. Ramirez

    Photos

    169

    Lines

    4

    Withheld

    $495.00

    SHA-256 0e88d4…19ac

› UPDATE deduction SET amount = 0

  WHERE revision = 1;

ERROR: revision is sealed

Share a package with people who have no login

Owners, residents, and counsel open a package from a link. They do not need an account.

A recipient link opens exactly one issued revision. It gives no access to your account or to the rest of the property. We store only a hash of the link. The full link is shown once when you create it and is never saved, logged, or sent to analytics. Every link must have an expiry date, and you can revoke it at any time.

Views, downloads, and acknowledgements against a link are appended to a log that cannot be edited afterwards, so you can see whether the recipient opened it. Photos and files behind a link are served through short-lived signed URLs.

Read more about how storage and access control work on the security page.

Share link · resident

Opens TEN-0418 revision 2 only

Revoke
Scope
Revision 2
Expires
Nov 8, 2026
Account
Not required

Access log

  1. Link createdOct 9, 4:12 PM
  2. ViewedOct 10, 8:03 AM
  3. PDF downloadedOct 10, 8:05 AM
  4. Receipt acknowledgedOct 10, 8:09 AM
Illustrative: one recipient link and its access log.

Evidence package questions

What is an evidence package?

A single chronological record of one tenancy, built from documentation your team captured while the tenancy was underway. It contains the move-in inspection, anything recorded during the residency, the move-out inspection, the findings and how they were classified, and the repair documentation behind each charge.

How is that different from exporting a PDF of photos?

A photo report shows what was captured on one visit. A package covers a tenancy from start to finish and keeps the links between records: which move-out photo matches which move-in photo, which invoice belongs to which finding, and the order everything happened in. A package is also sealed when issued and carries a content hash and a manifest. A plain PDF export has neither.

What does it mean that a package is sealed?

When a disposition is issued, that revision is frozen. It carries a SHA-256 hash over its canonicalized contents and a manifest listing every photograph it references with that photo’s own content hash and capture time. From then on the database rejects any update, delete, or late line-item insert against it. The rule is enforced by Postgres triggers, so it applies to every part of the system.

What if I need to correct a package after issuing it?

You issue a correction, which creates a new revision with a complete new set of lines and supersedes the previous one. Nothing is edited in place and the earlier revision stays intact and readable. The chain of revisions is the audit history, so nobody can quietly change an issued record.

Can I share a package with someone who does not have an account?

Yes. A recipient link opens exactly one issued revision and must have an expiry date. We store only a hash of the link. The full link is shown once when you create it and is never saved, logged, or sent to analytics. You can revoke it at any time. Views, downloads, and acknowledgements are recorded in a log that cannot be edited.

Are the photos in a package safe from being deleted later?

Yes. Every photo referenced by an issued revision is locked, and the database refuses to delete it. That includes a delete that cascades from a parent property or project. ProFlow360 once lost evidence photos to that kind of cascade during a property merge, so the database now blocks it for issued evidence.

Does a package prove anything on its own?

It organizes and preserves what your team recorded, with capture times and the name of the person who recorded each item. Any change after issue can be detected. It does not determine legal entitlement, statutory deadlines, or account balances, and it does not decide who is responsible for anything. Software cannot decide how much weight a record carries in a given forum.

Keep reading

Move-out inspectionsWhere the closing capture and the findings come from.Read moreSecurity deposit documentationThe classification and amount records a package carries.Read moreSecuritySigned URLs, expiring links, and per-account isolation.Read moreProduct overviewThe full inventory of what is shipped and what is in development.Read morePricingFree, Starter, Pro, Business and Scale, billed per workspace.Read moreSecurity deposit dispositionWhat the itemized statement should contain, line by line.Read more

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